Instruction Packet

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1 Instruction Packet

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3 Index Page Introduction: Campus Program Administration. 1 Instructions for Applicants... 3 Instructions for Host / Sponsoring Departments... 4 Category and Duration of Appointment 4 Program Objectives / Nature of Activities / Site(s) of Activities.. 5 Determining English Proficiency.. 5 Financial Requirements. 6 Health Insurance Requirement 7 Steps and Recommended Timeline... 7 Maintaining Status. 8 Check-in Requirement... 8 Delayed Arrival. 9 Dependent Check-In.. 9 Health Insurance Requirement.. 9 Change of Address. 10 Travel. 10 Employment Program Extension 11 Ending the Program Early. 12 Program Completion. 12 Transfer In. 12 Transfer Out.. 12 Termination 12 Physical Presence Requirement. 13 Appendices 15 A. Example Invitation Letter B. Request for a Certificate of Eligibility for Exchange Visitors (J-1) Status Form 23 C. English Language Proficiency Form & Rubric. 29

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5 Introduction: Campus Program Administration Creighton University is proud to participate as a designated sponsor in the Exchange Visitor Program (J visa) governed by the U.S. Department of State. The program was created to foster the exchange of ideas between Americans and foreign nationals and to stimulate international collaborative teaching, lecturing and research efforts. The exchange of professors and research scholars promotes the exchange of ideas, research, mutual enrichment, and linkages between research and educational institutions To learn more about how the Department of State runs the Exchange Visitor Program, please watch a short video and/or read the information posted on their website. The Global Engagement Office (GEO) administers Creighton University's Exchange Visitor Scholar Program. Only the Responsible Officer (RO) and the Alternate Responsible Officer (ARO) may sign the immigration documents (Form DS-2019), and are responsible to safeguard all forms issued to the sponsor by the Department of State. All matters pertaining to the Exchange Visitor Scholar Program must be brought to the attention of the Global Engagement Office. Contact the GEO via at or by phone at (402) Immigration law defines people in J status ( exchange visitors ) as persons who have the intent to return to their home countries when they have completed their stated program. Scholars and host/sponsoring departments must keep this definition in mind when preparing all documents related to non-immigrant J status. The penalty for knowingly providing false information in an immigration application is a fine of up to $2, and imprisonment up to five years (Title 19, U.S. Code, Section 1546). Therefore, host / sponsoring departments will understand why the GEO must have careful documentation for every application that is submitted. Please be aware that the process host / sponsoring departments must go through to collect all the documents and approval signatures for the request form before submitting it to GEO will take some time. GEO will also need some time (5-7 business days) to process the DS-2019 document once it has received the needed documentation from the department. Visiting scholars cannot schedule visa appointments until they have the DS-2019 document in hand, and there may be unforeseen delays in that process. Therefore, the recommended timeline for planning is weeks before the desired beginning date of the scholar s visit. SEVIS (Student and Exchange Visitor Information System) is the U.S. Department of Homeland Security s database which maintains electronic records for all J exchange visitors. The GEO creates a SEVIS record for each exchange visitor Creighton University sponsors and is required to report certain information or changes for these exchange visitors. Certain U.S. government agencies such as the Department of State and Customs and Border Protection also have access to SEVIS records in order to update and verify exchange visitors records. It is very important that the information in SEVIS be as complete and accurate as possible so that J-1 Scholars do not have complications when traveling, applying for a visa, and other benefits. J-1 scholars must notify the GEO immediately of any changes in the J-1 program such as an address change, funding changes and requests to shorten or extend a program. 1

6 All exchange visitors are issued a document called a Form DS-2019 Certificate of Eligibility for Exchange Visitor (J-1) Status ( DS-2019 for short) which is generated by SEVIS upon the creation of a new record or when changes are made to an existing record. Participants use this document to obtain a J visa and enter the United States as exchange visitors. The GEO will issue the DS-2019 upon receipt of a complete and accurate Request for a Certificate of Eligibility for Exchange Visitors (J-1) Status Form and supporting documentation from the Creighton University host / sponsor department. The Global Engagement Office relies on host / sponsoring departments to provide complete and accurate information about the visitor and his/her funding. This instruction packet as well as electronic (fillable) versions of the Request for a Certificate of Eligibility for Exchange Visitors (J-1) Status Form and the English Language Proficiency Form & Rubric are available on the GEO website at If a department is offering a foreign national a tenure-track or tenured position, J-1 status is NOT appropriate. For employment offers first contact Human Resources at (402) All matters pertaining to the Exchange Visitor Scholar Program must be brought to the attention of the Global Engagement Office: Telephone: (402)

7 Instructions for Applicants All international Exchange Visitor Scholars must have a Creighton University department sponsorship. This does not mean the visitor must be on the payroll of the University. Each year we have many visitors who come to Creighton University with funding from other sources (i.e. their governments, their home institutions, the Fulbright Scholar Program, and so on). Host / sponsoring departments determine the objectives and requirements for their particular program. To take part in Creighton University s Exchange Visitor Program, an applicant must contact sponsoring / host departments directly. The Global Engagement Office (GEO) can only accept inquiries and application forms from sponsoring departments at the University. However, we encourage applicants to review this entire packet so they are familiar with the information the host / sponsoring department and University will need from them as well as the requirements to maintain their J-1 status after they arrive at Creighton University. Once the sponsoring department has submitted all required documents, personnel from the GEO will contact the applicant directly to obtain any additional financial guarantee documents required by federal regulations in order to complete the process. The steps and timeline for application are listed below in page 7. Requirements to maintain the J-1 visa status once the applicant arrives at Creighton University appear on page 8. We hope that participation in the J-1 Visiting Scholar Program at Creighton University will be rewarding and provide the visitor with an enriching cross-cultural experience. Visitors are encouraged to immerse themselves in American culture! The GEO can provide visiting scholars with materials about a number of cultural activities in and around Omaha. By getting out and being part of the local community visiting scholar will learn a great deal about American life. Visiting scholars are also encouraged to participate in activities which allow them to share the language, culture and history of their home country with Americans (as long as such activities do not delay completion of their J-1 Program). If the visiting scholar needs to improve his/her English skills, there are classes and conversations groups on campus. In addition, there may be student organizations of interest if scholars wish to find visitors from their home country. Scholars and faculties participate in many of these organizations as well. Visiting scholars can find more information about opportunities when they register with the GEO once they arrive on campus. 3

8 Instructions for Host / Sponsoring Departments Host / Sponsoring departments must submit a completed Request for a Certificate of Eligibility For Exchange Visitor (J1) Status Form (Appendix A), a Draft Letter of Invitation (Appendix B), and other required documents to the Global Engagement Office before inviting a visiting scholar. Please consult with the GEO before inviting the scholar to make sure the candidate is eligible. The host / sponsoring department at Creighton University must first determine that the individual has the appropriate academic credentials as well as sufficient English language proficiency for the temporary academic appointment. In addition, the host /sponsoring department at Creighton University must provide evidence of financial support (either Creighton funds or outside funding) for all of the scholar's expenses (including additional financial support for any accompanying family members). Category and Duration of Appointment Creighton University has been approved to sponsor exchange visitors participating in academic research, teaching and observation at Creighton. The exchange visitor status is limited to pre-established educational objectives. The program cannot be used for tenure-track appointments or administrative, clerical or technical positions. In most cases scholars are prohibited from engaging in any clinical activities during Creighton University s exchange visitor visa sponsorship. International medical graduates must use the J-1 visa sponsorship of the Educational Commission for Foreign Medical Graduates for clinical residency and fellowships. The exact dates (beginning and ending) must be entered in SEVIS. Therefore, it is important to carefully consider the category of the invitation. Visitors with the designation of Research Scholar or Professor may participate in the Exchange Visitor Program for the length of time necessary for completion of the program, but not for more than five (5) years. Once they have completed the program, they are not eligible for repeat participation for two years following the official date of the end of the program at Creighton University. Extensions beyond the five year limit are not allowed. Short Term Scholars, on the other hand, may participate in a program at Creighton University for no more than six (6) months, but are eligible to participate in a different exchange program immediately following completion of the Creighton University program. Creighton University can accept exchange visitors in only the following four categories: Category Description Duration An individual primarily conducting research, observing, or consulting in connection with a research project... may also teach or lecture unless disallowed by the sponsor. Research Scholar Professor An individual primarily teaching, lecturing, observing, or consulting. A professor may also conduct research unless disallowed by the sponsor. Minimum stay of three weeks and maximum continuous stay of 5 years. The 5 year clock begins with the start date on the DS-2019 Form and ends in five years of that date or the on date the Creighton program is concluded, whichever comes first. There is a 24 month bar between completion of a J-1 term and the ability to obtain a new J-1 appointment. 4

9 Category Description Duration Short-Term Duration is of 6 months or less. Scholar Specialist A professor, research scholar, specialist, or a person with similar education or accomplishments coming to the U.S. on a short-term visit for the purpose of lecturing, observing, consulting, training or demonstrating special skills An individual who is an expert in a field of specialized knowledge or skill coming to the U.S. for observing, consulting, or demonstrating special skills. The J-1 Short Term Scholar may return to the U.S. again for a new Short Term Scholar stay providing there is a substantial break in between and each visit constitutes a new objective. The Short Term Scholar may also return to the U.S. for a longer term stay using the Research Scholar / Professor category without being subject to the month-bars. Maximum stay is 12 months. This category is not intended for experts covered by the research scholar, professor, short-term scholar or foreign physician in graduate medical education or training categories. Program Objectives / Nature of Activities / Site(s) of Activities The inviting department must articulate a) specific objectives (purposes), b) associated activities, and c) sites / locations of activity for the scholar s program. These three types of information must be recorded separately in the SEVIS system. Note that the GEO must be notified before any of these change during the program so the scholar s DS-2019 Form can be updated. Determining English Language Proficiency Beginning in January 2015, Federal regulations require sponsors to establish and utilize a method to screen and select prospective exchange visitors to ensure they are eligible for program participation. This includes a determination of whether "the exchange visitor possesses sufficient proficiency in the English language, as determined by an objective measurement of English language proficiency. A sponsor must verify an applicant's English language proficiency through a recognized English language test, by signed documentation form an academic institution or English language school, or through documented interview" 22 CFR 62.10(a) [1]. Any one of the methods listed below will suffice to determine English proficiency at Creighton University. However, it is essential that English proficiency verification be completed prior to extending the invitation / offer letter. The GEO is required to keep a copy of the language test, academic transcript, admission test or interview script and scored rubric, which must be received before a DS-2019 will be issued. Failure to do so may cause Creighton University to lose certification to host J scholars. English Language Proficiency Test: The GEO recommends that results of either the TOEFL ibt (Internet-Based Test of English as a Foreign Language) or IELTS (International English Language Testing System) be accepted as they are the most widely utilized tests in higher education and available throughout the world: 1. TOEFL ibt minimum overall recommended score of 60 with either listening or reading subscore no lower than 15. A lower score likely indicates the scholar will not be able to fully 5

10 benefit from opportunities at Creighton University. Also note that if the plans for the scholar s program include auditing courses, the admission requirement for degree-seeking undergraduate and graduate Creighton University students is a TOEFL ibt score of 80 with no sub-score below 20). 2. IELTS recommended overall band score of 5.0 with a sub-score no lower than 6.0 in either reading or listening (note that the undergraduate admission requirement for degree-seeking students is an IELTS overall band score of 6.5 with no sub-score below 6.0). 3. Please contact the GEO if an alternative test is being considered in order to verify if it can be accepted. Signed Documentation from and Academic Institution or English Language School: The GEO recommends accepting a transcript showing enrollment and grades from a postsecondary academic institution where English is the primary language of instruction. Alternatively, successful completion of the GRE, L-SAT or other graduate / professional level admission test may be considered. Documented Interview Conducted by the Sponsoring Institution: Departments must use a standard interview procedure and evaluation to determine if a scholar possesses sufficient English proficiency for the planned program. The GEO recommends use of the "Visiting Scholar Interview Script and Rubric" (Appendix C). ESL professionals recommend following a script that avoids use of colloquial expressions, as these may cause confusion and lead to lower rating. As noted above, a copy of the interview script and graded rubric must be submitted to the GEO before the DS-2019 form is issued. Financial Requirements Prospective scholars are required to certify the availability of sufficient funds prior to issuance of a form DS This can be accomplished through a combination of sources, such as a Creighton University stipend, funds from a sponsor, or the visitor s own funds. Minimum required funding per month is $1,500 for the scholar, $500 for the spouse, $300 per child 13 and over, and $250 per child under 13 (may vary according to planned activities). Once the host / sponsoring department has submitted a complete Request for a Certificate of Eligibility For Exchange Visitor (J1) Status Form, the GEO must also must verify that the scholar has sufficient funding for the entire stay. The amount provided by Creighton University should be included in the invitation letter. The following types of documents can satisfy the requirement: A letter (on official letterhead with an authorizing signature) from a funding organization indicating the amount (in U.S. Dollars) of funding and dates during which the funding will be provided. A letter or an Affidavit of Support from a sponsor indicating the amount (in U.S. Dollars) and duration of the sponsorship along with an official bank letter indicating an account balance or an 6

11 amount of money in excess of that which is required for the sponsorship (English translation if applicable). An official bank letter on letterhead indicating the invited visiting scholar s account balance (in U.S. Dollars) for an amount of money in excess of that which is required for the J program. An official letter from the visitor s university (on letterhead) indicating details of sabbatical pay and duration of the payments. All accounts must be easily accessible and liquid assets All documents must be in English (otherwise, an official English translation must accompany the original). All supporting documentation must be dated within the last 6 months If the scholar will occupy a benefits-eligible position, contact Human Resources to start the process before completing the GEO documentation. Health Insurance Requirement Effective May 15, 2015, federal regulations require the following minimum health insurance coverage for J-1 exchange visitors: Medical benefits $100,000; repatriation of remains $25,000; Medical evacuation $50,000; deductible per accident or illness $500. The new rule also adds the following regarding the insurance requirement: "Sponsors must inform all exchange visitors that they, and any accompanying spouse and dependent(s), also may be subject to the requirements of the Affordable Care Act." [22 CFR 62.14(a)] If proof of such coverage cannot be provided, the appointee or the sponsoring department will be required to enroll in Creighton's international health insurance plan. If the appointee fails to maintain insurance coverage as described above or misrepresents such coverage, he/she will be in violation of U.S. government regulations and her/his program may be terminated. Steps and Recommended Timeline A special address has been designated specifically for communication about the Visiting Scholars Program at Creighton University. Please send all completed forms, documents and inquiries related to this program to Because each exchange visitor s plan is unique, sufficient time is needed to review materials and exchange information so the visitor can apply for the right visa. Visa applications require in-person interviews at the US Embassy in the country of origin, and waiting periods for appointments vary, with delays as long as one month. In addition, due to the number of applications the GEO must process, the following timeline should be followed: Timeline STEP 1 (14 weeks before desired arrival) STEP 2 (13 weeks before desired arrival) Action / Responsible Department or Person Consult the GEO about the possibility of inviting an exchange scholar to determine if the appointee is eligible and the category of appointment. Please consult the GEO before sending a letter of invitation to an appointee in order to not jeopardize the appointee s ability to obtain the right visa. Example invitation letters appear in Appendix B. Sponsoring Department sends the following to the GEO: Completed Request for a Certificate of Eligibility For Exchange Visitor (J1) Status Form (Appendix A; electronic / fillable version of this form is available online at DRAFT letter of invitation 7

12 Timeline STEP 3 (13 weeks before desired arrival) STEP 4 (12 weeks before desired arrival) STEP 5 (11 weeks before desired arrival) STEP 6 (Between 11 weeks and desired arrival) Action / Responsible Department or Person Appointee s CV or Résumé Copy of photo page of appointee s passport (and of any dependents coming to the US) Copy of current DS-2019 (if transferring from another institution) Copy of DS-2019 from any previous visits Documents providing evidence of financial support from sources other than Creighton University (bank statements, etc.) Copy of English language proficiency examination, approved admission test (i.e. L-SAT, M-CAT, GRE) or interview assessment (Appendix C). GEO consults Human Resources (if applicable) and Export Control review; consults Sponsoring Department if clarification(s) needed. GEO issues DS-2019 and s appointee instructions for SEVIS fee payment for visa application. GEO assembles packet and sends to Sponsoring Department. Sponsoring Department sends appointee packed via courier service. Appointee registers in SEVIS and requests visa appointment at US Embassy in home country. Appointee informs Sponsoring Department when visa has been obtained and of any change in start date. Sponsoring Department notifies GEO that visa has been obtained and of any delay in start date so a deferral can be entered in SEVIS. STEP 7 Appointee must visit the Global Engagement Office (324 Creighton Hall) for (Week 0 - arrival at mandatory orientation and to provide GEO with: Creighton DS-2019 Form with immigration stamp for photocopying University) Passport for photocopying Address in the US Verification of health insurance or obtain insurance through the GEO. Accompanying dependents contact information. Throughout the stay: The host / sponsoring department and appointee must inform the GEO of any changes in program (i.e. change to different location; program extension, program termination). Check-in Requirement The appointee must also inform the GEO of: o Change in address o Change in site(s) of activity o Travel outside the US (for self or dependents) o Transfer to another institution o Extension o Leaving program early o Termination Maintaining J-1 Status All J-1 Scholars are required by law to check in with the Global Engagement Office (GEO) (Creighton Hall, Suite 324) upon their arrival. Failure to check in could result in a loss of legal status in the U.S. 8

13 Scholars must check in within 10 days of arrival and no later than 30 days after the start date indicated in the DS-2019 form. During the check in the scholar will receive a mandatory orientation. The orientation covers topics such as J-1 program regulations, how to maintain J-1 status, travel, extensions, dependents, and many others. At check-in the visiting scholar must present the following documents for photocopying and filing in the GEO: DS-2019 Form with immigration stamp Passport with visa Address in the US Verification of health insurance or obtain insurance through the GEO. Accompanying dependents contact information. Delayed Arrival If the visiting scholar cannot arrive and check-in within 30 days after the DS-2019 start date, the scholar and host department must notify the GEO so that it can change the start date in SEVIS to avoid invalidation. Depending on the timing of the arrival, a new DS-2019 may need to be mailed to the scholar. Dependent Check-In J-2 dependents are not required to arrive and check-in within 30 days of the start date. They may arrive with the J-1 or any time after, but not before the J-1. When J-2 dependents do arrive, the J-1 Scholar must submit the required dependent documents to the GEO. Health Insurance Requirement The Department of State requires all exchange visitors and their accompanying dependents to purchase and maintain appropriate health insurance for the duration of their stay in the United States in Exchange Visitor status. It is a serious violation of program regulations not to comply with this requirement. The Department of State requires that the scholar be dismissed from the program for willful failure to carry the necessary insurance coverage. If dismissed, the scholar will be required to leave the United States immediately or will be considered to be unlawfully present. Host/sponsoring departments and the GEO provided the scholar with the health insurance requirements prior to the issuance of the original Form DS Visiting scholars are required to provide proof of insurance coverage upon arrival, when requesting the issuance of documents for an extension of stay, or for a Form DS-2019 for their dependents. Participants must maintain the level of insurance coverage required of all participants in the Exchange Visitor Program (including J-2 dependents): medical coverage of at least $100,000 per person per accident or illness medical evacuation coverage of at least $50,000 repatriation of remains coverage of at least $25,000 a $500 deductible 9

14 Anyone in J-1 or J-2 Exchange Visitor Status may also be subject to the requirements of the Affordable Care Act. Scholars must maintain health insurance coverage for the entire length of the program. Renewing the insurance coverage and submitting proof of continuing coverage to the GEO is the scholar's responsibility. Change of Address It is the responsibility of the visiting scholar to maintain his/her contact information updated at all times with the GEO. This can be done by submitting a Contact Information Update Form online at Travel Within the United States. Visiting scholars have the right to travel freely within the United States provided they maintain their legal J-1 status. They must carry their passport and immigration documents with them. Outside of the United States, returning to the same program sponsor In order to avoid problems re-entering the country, the visiting scholar must consult with the GEO before leaving the United States. The scholar will need to have the DS-2019 signed and may also need a letter to verify his/her status as an exchange visitor. The scholar may also need to obtain a new U.S. visa. Outside of the United States, returning to a different program sponsor The visiting scholar must consult in advance with the GEO (current program sponsor) about the proposed travel and transfer to a new program sponsor. The GEO will be able to alert the scholar to possible problems he/she may encounter. If the change is permissible, the visiting scholar must obtain a new Form DS-2019 from the new program sponsor to which he/she will transfer before the scholar attempt to reenter the United States. Employment Employment of a J-1 Scholar (professor, researcher, short-term scholar or specialist) in the United States is limited to the position described on the DS-2019 form. Occasional lectures or short-term consultation are permitted, but only with prior written approval from the GEO. Options for incidental employment for J-1 scholars are limited. Employment without proper authorization is a serious violation of the J-1 status. Before beginning any kind of employment, the visiting scholar must first consult the J-1 Responsible Officer in the GEO, whose written approval is necessary in advance of engaging in the incidental employment activity. Professors and research scholars may participate in occasional lectures and short-term consultations, if authorized to do so by the GEO. If wages or other remuneration are received by the exchange visitor for such activities, he / she must act as an independent contractor. Criteria The occasional lectures or short-term consultations must: be directly related to the objectives of the exchange visitor s program; 10

15 not interfere with the exchange visitor s primary program activities; no delay completion of the exchange visitor s program; and be documented in SEVIS Procedures To obtain authorization for incidental employment, the visiting scholar must present the following to the J-1 responsible officer in the GEO: A letter of offer from the prospective employer describing the terms and conditions of the proposed employment, including the duration, number of hours, field or subject, amount of compensation, and a description of the activity for which the visiting scholar is being hired. A letter from the visiting scholar s department head or supervisor at Creighton University that recommends the activity and explains how it is directly related to the visiting scholar s principal activity and how it would enhance his/her Exchange Visitor program. All scholars must receive permission for these incidental activities PRIOR to participation. The GEO cannot retroactively approve a past activity. Authorization to Work Authorization to engage in the incidental employment activity will be in the form of letter to the visiting scholar from the J-1 Responsible Officer in the GEO. The visiting scholar should give a copy of this letter to his/her employer and keep the original for his/her permanent records. Program Extension Visiting scholars have the right to remain in the United States to complete their program objectives provided that does not exceed the total length of time permitted by their program category and they adhere to all regulations of their J-1 status. If it is necessary for the visiting scholar to remain in the United States beyond the expiration date listed in their DS-2019 Form in order to complete their program objectives, the visiting scholar and his/her hosting / sponsoring department have the right to request an extension of the stay. The GEO must be contacted at least 60 days before the expiration date of the approved program to request an extension. The actual request for the extension must come from the host / sponsoring department. Providing the scholar and host department submit all of the necessary documentation requested by the GEO, the scholar has not exceeded the maximum allowable stay for his/her program category, and the scholar has maintained lawful J-1 immigration status, the visiting scholar will be considered eligible to receive an extension. 11

16 Ending the Program Early Prior to an exchange visitor s leaving Creighton University, the GEO asks that he/she complete and submit an Early Departure Form. This form can be submitted in person or by . The form must also be endorsed by the host / sponsoring department supervisor to acknowledge the early departure. We encourage the exchange visitors to schedule an appointment with the GEO if they have a plan to end their program early. Program Completion The GEO is required by the Department of State to keep them informed of the visiting scholars activities while they are exchange visitors. This means that the GEO must know when a scholar has completed his/her program. Once the program has been completed, the visiting scholar has an additional thirty (30) days within which to depart the United States. If a visiting scholar ends his/her program early - before the date of expiration on the Form DS-2019 the scholar is not entitled to thirty day the grace period, but instead must leave the United States as quickly as possible. The GEO is required to notify the Department of State of any early departure from the program. If a scholar chooses to remain in the United States for more than 30 days following the end of the approved program, that scholar must apply to the U.S. Citizenship and Immigration Service for a change of visa status. Otherwise, the scholar will be in violation of immigration laws and could, under certain circumstances, be subject to deportation and/or be barred from re-entering the United States for three years. Transfer In Individuals in possession of a J-1 visa who are currently inside the U.S., but whose J-1 Program is sponsored by another institution may be eligible for transfer to Creighton University. The prospective J-1 Scholar should currently be in one of the following J-1 Exchange Visitor categories: Professor, Research Scholar, Short-term Scholar, or Specialist. Scholars seeking to transfer their current J-1 program to Creighton University will need the Creighton University host department to initiate the request by completing the same procedure required for new J-1 scholars. Transfer Out Scholars who wish to transfer their J-1 status from Creighton University to another institution will need to contact their Creighton University host department to finalize their last day of their exchange program, and then contact the GEO for the transferring out process. Termination It is imperative that the host / sponsoring department inform the GEO of the possibility of a termination of the visiting scholar s program due to inability to meet stated objectives. The GEO recommends providing the visiting scholar sufficient notice so he/she can arrange for a transfer to a different institution before the GEO enters a termination notice in SEVIS. 12

17 Physical Presence Requirement Many J-1 Exchange Visitors who have received funding from their government or the U.S. government for J-1 program participation or whose skills are deemed to be in short supply by their home country (on the Skills List) are required to return to their home countries for a period of two years after completion of their program objective before they can return to the United States in certain other non-immigrant classifications. If you are subject to this requirement, you will not be able to apply for a change from J status to any other status from within the United States. In most cases, if the visiting scholar is subject to this requirement, it will be noted on his/her J-1 visa as subject to 212e or not subject to 212e. It might also be noted on the DS For more information about 212(e), refer to the U.S. Department of State website. A special box has been designated specifically for communication about the Visiting Scholars Program at Creighton University. Please send all completed forms, documents and inquiries related to this program to 13

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21 Request for a Certification of Eligibility for Exchange Visitor (J-1) Status Form 17

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23 Page 1 of G L O B AL E N G AG E M E N T O F FI C E INTERNATIONAL STUDENT AND SCHOLAR SERVICES REQUEST FOR A CERTIFICATE OF ELIGIBILITY FOR EXCHANGE VISITOR (J-1) STATUS (FORM DS-2019): PROFESSORS, RESEARCH SCHOLARS, SHORT-TERM SCHOLARS, AND SPECIALISTS The Global Engagement Office (GEO) administers Creighton University's Exchange Visitor Program. Only the Responsible Officer (RO) and the Alternate Responsible Officer (ARO) may sign the Form DS-2019, and are responsible to safeguard all forms issued to the sponsor by the Department of State. All matters pertaining to the Program must be brought to the attention of the Global Engagement Office (GEO) at or (402) INSTRUCTIONS: ALL areas of this form must be completed before submission to the Global Engagement Office (GEO) to avoid delays in processing. It is the responsibility of the sponsoring department to obtain the needed information and signatures required by Federal regulation in order for Creighton University to issue the needed documentation for visa application. Choosing the wrong category can create problems, preventing the scholar from being able to change plans and remain at Creighton University longer, transfer to another U.S. institution, or even affecting the scholar s ability to return to the US again on the J-1 visa. Section A may be filled out by the appointee if desired. However, the appointing department at Creighton University is responsible for obtaining this information. Section B must be filled out by the appointing department at Creighton University. TIMELINE: Because each J-1 exchange visitor s plan is unique, sufficient time is needed to review materials and exchange information so the visitor can apply for the right visa. Visa applications require in-person interviews at the US Embassy in the country of origin, and waiting periods for appointments vary, with delays as long as one month. In addition, due to the number of applications the GEO must process, the following timeline should be followed: 14 weeks before desired arrival: 13 weeks before desired arrival: 13 weeks before desired arrival: 12 weeks before desired arrival: 11 weeks before desired arrival: Between 11 weeks and desired arrival Week 0 (arrival at Creighton University) Any time during stay: Consult the GEO about the possibility of inviting an exchange scholar to determine if appointee is eligible and the category of appointment. Please consult the GEO before sending a letter of invitation to an appointee in order to not jeopardize the appointee s ability to obtain the right visa Sponsoring Department sends the following to GEO DRAFT letter of invitation Appointees CV or Résumé Copy of photo page of appointee s passport (and of any dependents coming to the US) Copy of current DS-2019 (if transferring from another institution) Copy of DS-2019 from any previous visits Documents providing evidence of financial support from sources other than Creighton University (bank statements, home institution or government letter of support, sponsor documents, etc.) Copy of English language proficiency examination, approved admission test (i.e. L-SAT, M-CAT, GRE) or interview assessment. GEO consults Human Resources (if applicable) and Export Control review; Consults Sponsoring Department if clarification(s) needed. GEO issues DS-2019 and s appointee instructions for SEVIS fee payment for visa application. GEO assembles packet and sends to Sponsoring Department. Sponsoring Department sends appointee packet via courier service. Appointee pays SEVIS fee and requests visa appointment at US Embassy in home country. Appointee informs Sponsoring Department when visa has been obtained and of any change in start date. Sponsoring Department notifies GEO that visa has been obtained and of any delay in start date so a deferral can be entered in SEVIS. Appointee must visit the Global Engagement Office for mandatory orientation. Provide DS-2019 Form with immigration stamp for photocopying Provide passport for photocopying Provide address in the US Provide verification of health insurance or obtain insurance through the GEO. Provide accompanying dependents contact information. Department must inform GEO of any changes in program (i.e. change to different location; program extension, program termination). Appointee must inform the GEO of: Change in address Change in program (i.e. change to site of activity, extensions) Travel outside the US (for self or dependents) Transfer to another institution Leaving program early / terminating program 19

24 Page 2 of 4 SECTION A: APPOINTEE S DATA (may be filled out by appointee) Name as it appears in the passport: Last Name (Family or Surname): First (Given): Middle Name: Gender: Female Male Birthdate Information (for visa purposes): Date of Birth Place of Birth Month Day Year City State Country Country of Citizenship Country of Legal Permanent Residence Home Institution / Employer: Position or Occupation Title in Home Country Name of Home Country Institution / Employer Type of Employer (Govt., Private, Self-employed, etc.) Permanent Residence Address (must be residence; may not be P.O. Box). This address will be valid until: / / month day year Current Mailing Address (list as it would appear on an envelope): This address will be valid until: / / month day year Same as permanent residence address Address: Telephone: List the dates and categories of all visits to the U.S. in J-status in the preceding 12 months (if applicable; this information is needed to determine under which category of exchange visitor the DS 2019 can be issued): * From: To: Category: Month Day Year Month Day Year Category: Month Day Year Month Day Year Documentation for Transfers (overall five-year maximum stay, including time spent on current program, for professors and research scholars; maximum 6 months for short term scholars) ** Name of Present J-1 Sponsor institution (#2 on current DS-2019 Form) From: Month Day Year Month Day Year To: Contact Name of Present J-1 Sponsor Telephone Address **NOTE: If this is a transfer from another institution, please attach a copy of the current DS-2019 and complete this section. Current sponsor must agree to release appointee from current program before transfer to Creighton University s program) 20

25 Page 3 of 4 Dependent Information Complete this section only if the appointee wishes to bring a spouse or child(ren) to the U.S. If no dependents will be coming to the U.S., leave this section blank. Attach a copy of the passport page of each dependent.* Name (Last, First, Middle) Date of Birth DD/MM/YYYY City and Country of Birth Citizenship Country of Legal Residence Relationship to Appointee ** ** ** *Add a page with additional names if necessary. City: Country: City: Country: City: Country: **Each dependent must have an address per DOS requirements. Spouse Son Daughter Spouse Son Daughter Spouse Son Daughter SECTION B: APPOINTMENT INFORMATION (must be filled out by hosting department) Category of Appointment (choose only one of the following categories for which Creighton University has been approved by the U.S. Department of State according to the corresponding descriptions) Category Description Research Scholar An individual primarily conducting research, observing, or consulting in connection with a research project... may also teach or lecture unless disallowed by the sponsor." Short-Term Scholar A professor, research scholar, specialist, or a person with similar education or accomplishments coming to the U.S. on a short-term visit for the purpose of lecturing, observing, consulting, training or demonstrating special skills Professor An individual primarily teaching, lecturing, observing, or consulting...a professor may also conduct research unless disallowed by the sponsor. Specialist An individual who is an expert in a field of specialized knowledge or skill coming to the U.S. for observing, consulting, or demonstrating special skills. Dates of Appointment From: To: Month Day Year Month Day Year Appointing Department: Supervisor of Appointee: Extension: Address: Title of Position to be Held by Appointee at Creighton University: Field of Specialization in Which Appointee Will Work: Nature of research and /or activities in which the appointee will participate (a detailed description is needed for SEVIS): List all the sites [locations] where research and/or activities will take place: Method of Determining Sufficient English Language Proficiency Federal regulations require sponsors to establish and utilize a method to screen and select prospective exchange visitors to ensure they are eligible for program participation. This includes a determination of whether the exchange visitor possesses sufficient proficiency in the English language, as determined by an objective measurement of English language proficiency A sponsor must verify an applicant s English language proficiency through a recognized English language test, by signed documentation form an academic institution or English language school, or through documented interview 22 CFR 62.10(a) [1] Please select the method used to determine English Language Proficiency* TOEFL score of IELTS Band score of Cambridge English Language Assessment Level College English Test (China) Score Standard Test used for Specialized Admission: GRE L-SAT Interview (interview schedule and rubric must be attached) Other Name of Assessment Score *Please attach copy of official certificate documenting the English language test score, standardized admission test or interview questions. 21

26 Page 4 of 4 Documentation of Financial Support Please complete the following as appropriate. Attach pertinent appointment or award letters giving the total financial support to be provided to the visitor for the entire period covered by the DS For funding sources other than Creighton University, please provide evidence of support (bank statements, etc.) Original documents must be in the GEO before the DS-2019 can be issued. Amount* Source Description Person/Office Responsible $ Creighton Department/School: $ U.S. Government Agency: $ Appointee s Government: $ Appointee s Personal Funds $ Other: *Total amount must be equivalent or exceed US $1, per month for the J-1 scholar, $ per month for spouse, and $ per month for each child. NOTE: HEALTH INSURANCE INFORMATION Effective May 15, 2015, Federal regulations require the following insurance rates for J-1 exchange visitors: Medical benefits $100,000; repatriation of remains $25,000; Medical evacuation $50,000; deductible per accident or illness $500. The new rule also adds the following regarding the insurance requirement: "Sponsors must inform all exchange visitors that they, and any accompanying spouse and dependent(s), also may be subject to the requirements of the Affordable Care Act." [22 CFR 62.14(a)] If proof of such coverage cannot be provided, the appointee or the sponsoring department will be required to enroll in Creighton s international health insurance plan. If the appointee fails to maintain insurance coverage as described above or misrepresents such coverage, he/she will be in violation of U.S. government regulations and her/his program may be terminated. APPROVAL SIGNATURES In requesting a DS-2019 and agreeing to host a Visiting Exchange (J-1) Scholar, the host / sponsoring department and faculty assume responsibility for ensuring that: Will not make copies of the DS-2019 available to any entity, including the J-1 visiting scholar without prior clearance from the Global Engagement Office (GEO) The proposed J-1 program is not for a tenure-track or tenured faculty appointment. The J-1 Visitor has sufficient English proficiency to participate fully in the proposed J program and function on a day-to-day basis. The J-1 visitor has at least a bachelor s degree (or equivalent) and the experience required to fulfill the objectives of the proposed J-1 program; The department will provide the J-1 visitor with the office space and other needed support during the J-1 program. The host department s supervising will be physically present and maintain regular contact with the J-1 visitor for the duration of the J-1 program to ensure the goals of the proposed program are met. We hereby certify that the above is true and agree to (1) notify the GEO of the appointee s arrival or inability to participate in the program, (2) present proof of the appointee s enrollment in a health insurance plan that meets the federal law or enroll in Creighton s international group plan, (3) consult with the GEO before making any changes in the appointee s status as outlined in the attached document. Name Inviting Supervisor Signature Date Name of Department Chairperson Signature Date Name of Dean Signature Date Please print completed form, sign, scan and to: Global Engagement Office ton Hall Suit 324 Creighton University 22

27 Examples: Letters of Invitation 23

28 24

29 [Date] SAMPLE #1 INVITATION LETTER FOR J-1 EXCHANGE VISITOR SCHOLAR (Original signed letter must be on department letterhead) [Name] [Title] [Street Address] [City] [Province] [Postal Code] [Country] Dear [Name]: On behalf of [Name of Department] I am pleased to invite you to be a [Position Title or Visiting Scholar ] (J-1 [Professor, Research Scholar, Short-term Scholar or Specialist]) at Creighton University (CU). This invitation is effective for the period of [Start Date of Program] to [End Date of Program]. During this period you will be engaged in [Describe Program Activities]. FUNDING [CU Funding Option] Creighton University will provide a stipend of U$ [Dollar Amount] per [Month / Year]. Creighton University will also provide you with [office / lab] space (which may be shared), the use of a computer and access to library facilities. [Non-CU Funding Option] It is my understanding that you will provide your own funding to cover all your expenses of your stay at Creighton University. Creighton University will also provide you with [office / lab] space (which may be shared), the use of a computer and access to library facilities. HEALTH INSURANCE The U.S. Department of State (DOS) and Creighton University require J-1 Exchange Visitor Scholars have medical insurance coverage during their entire stay in the United States as J-1 Exchange Visitors. The DOS also requires that J-2 dependents have medical insurance that meets DOS requirements. [You] [Creighton University] will be responsible for purchasing health insurance from CU s Global Engagement Office for the entire period of your program at CU. Your home country health policy can only be substituted for the CU insurance if it offers comparable coverage (Medical benefits $100,000; repatriation of remains $25,000; Medical evacuation $50,000; deductible per accident or illness $500). Dependents are also required to have coverage during their time in the U.S. You must present proof of coverage to the Global Engagement Office when you meet with them for your mandatory orientation. HOUSING It will be your responsibility to find housing for yourself (and your family, if applicable) for the duration of your stay at Creighton University. Helpful tips and links for finding off-campus hosing can be found at Further information regarding the J-1 Exchange Visitor Program at Creighton University is available from the Global Engagement Office at We are delighted that you will come to Creighton University as a [Position Title or Visiting Scholar ] and look forward to meeting you soon. Sincerely, [Name] [Title] 25

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